1. PantherSoft Financials Travel & Expense

2. Agenda Travel & Expense Terms Reimbursement for Students
Reimbursement for Non-Employees
Travel Authorization
Cash Advance
Expense Report

3. Travel & Expense Terms
Travel Authorization (TA): The formal document to secure approval to travel on behalf of the University. The TA is submitted prior to travel on official University business and must be fully approved prior to any reservations or registrations. Please allow sufficient time to secure appropriate approvals. TA’s are treated as an Encumbrance in the General Ledger.
Cash Advance (CA): Cash Advances cannot exceed 80% of the total out of pocket expenses as computed on the TA. CA’s are treated as an Accounts Receivable in the General Ledger.
Expense Report (ER): The document used to reimburse travelers for expenses incurred while on travel and to record expenses to ledgers. ER’s are payments to the Employee.

4. Travel & Expense Terms
Per Diem: A subsistence allowance that a traveler is authorized to receive when traveling on official University business.
Vicinity Travel: One-way travel within 50 miles from the traveler’s official headquarters.
Non- Vicinity Travel: One-way travel over 50 miles from the traveler’s official headquarters.
Foreign Travel: Travel to foreign countries and non U.S. possessions and territories.
Official Headquarters: The University campus where the employee’s office is located.

5. Travel & Expense Terms
Proxy – Delegating another employee authority to access and report expense information on your behalf.
The TRAVELER wanting to make another their Proxy must follow this navigation:
Blue, Peter

6. Reimbursement for Student Travel & Expenses
The form can be found in the Office of the Controller’s website and can be ed to the Purchasing Services Department at

7. Reimbursement for Travel and Expenses for Non-Employee
A department may reimburse Travel and Expenses for Non-Employees such visitors, candidates and other Non-University Personnel.
The form can be found in the Office of the Controller’s website and must include the supporting documentation of the expense report.

8. Creating a Travel Authorization
A few reminders before creating a TA:
Proxy access must be delegated in order to create a TA for someone else
Traveler’s Panther ID
Trip dates & destination
Total estimated expenses
Correct Speedtype

9. Creating a Travel Authorization
Traveler’s PID

10. Creating a Travel Authorization
Training
Training
Florida, Orlando
01/05/2015
01/05/2015
9.Click the Accounting Defaults link. You will input the desired Accounting Defaults.

11. Creating a Travel Authorization
The Benefit to FIU or Project Box is a required field used to give greater detail of the travel and it's purpose to the University. The estimated and/or actual expenses that are prepaid by the University (i.e. Dept. Travel Card and Purchase Order) should be indicated in the Benefit to FIU or Project section including the total expenses for the TA.

12. Creating a Travel Authorization
Training
Training
Training for system upgrade…
Florida, Orlando
01/05/2015
01/05/2015
9.Click the Accounting Defaults link. You will input the desired Accounting Defaults.

13. Creating a Travel Authorization
The Accounting Defaults information is set to the employee’s default department. The following are optional fields to be filled in if applicable:
Cost PID, Task or Budget Ref
Total Chartfield lines MUST equal 100%

14. Creating a Travel Authorization
01/05/2015
Out of Pocket
“Prepaid Expenditures” would be used for POs, Requisitions, invoices and any other prepayment not utilizing an University Credit Card, but is paid by FIU.

15. Creating a Travel Authorization50

16. Creating a Travel Authorization

17. Creating a Travel Authorization

18. Creating a Travel Authorization

19. Creating Travel Authorization
Foundation: If a foundation funding source is being utilized for travel, you may not use a Departmental Travel Card to make arrangements. To make travel arrangements you must contact Foundation at ext

20. View & Modify a Travel Authorization
Only available if it’s in your queue
Status
Workflow

21. Deleting a Travel Authorization
A TA can only be deleted when it is in Pending status
If the TA has been fully approved and budget checked, it needs to be cancelled; not deleted.
(In order to release the encumbrance)

22. Cancelling a Travel Authorization
A TA can only be cancelled when it’s in Approved status and not associated to an Expense Report.

23. Travel Authorization Workflow

24. TA Approvals

25. In order to Send Back you must enter a comment
TA Approvals
In order to Send Back you must enter a comment

26. Creating a Cash Advance
A few reminders before creating a Cash Advance:
To request a Cash Advance an Approved TA is required.
Cash Advances requests can be made up to 30 days prior to the trip, but it’s only given up to 10 days prior to the trip.
A Cash Advance is limited to 80% of the out-of pocket expenses the traveler will incur.

27. Creating a Cash Advance

28. Creating a Cash Advance
Explain how FIU/Project benefits by the traveler attending the conference, meeting, etc.  List all items prepaid by FIU (Purchase Order, ProCard) in this section.
Training
Required
123456
Training

29. Creating a Cash Advance
Your Cash Advance has been submitted for approval.
Training
123456
Training
Accounts Payable
System Upgrade Training
50.00

30. Creating a Cash Advance
When you withdraw, status changes to Pending
Workflow

31. Cash Advance Workflow

32. Creating an Expense Report
A few reminders before creating an ER:
Panther ID for Traveler
Receipts
Agendas for Conferences, Conventions, Workshops or Seminars
Travel Authorization Number & Cash Advance Number (If applicable)
Correct Speedtype
Departmental and FIU Travel Card charges
All information to avoid a supplemental Expense Report if at all possible
Prepare Lost Receipt(s) Form for all missing and lost receipts.
Additional Documents may be required by the Travel Department
Any questions refer to the Travel Manual

33. Creating an Expense Report
Use marker to block or fold under any “Bar Codes” from vendors so it does not interfere with the Expense Report Bar code.

34. Creating an Expense Report
You will be provided an option to link to an approved TA.

35. Creating an Expense Report
Florida, Naples
Training
11/24/2014
Out of Pocket
From the Quick Start drop down menu you can select to create the Expense Report from a Template, a Travel Authorization, an Existing Report, or Entries from My Wallet.

36. Creating an Expense Report
Importing My wallet Transactions to an ER reminders:
To get reimbursed for an expense that was charged to your T&E Card, it is important that you remember to import the charges from “My Wallet”.
Your My Wallet is a list of charges (loaded daily) that you have accrued on your T&E Card.
You can import these charges directly to your expense report.
These charges will come over to your ER as a “University Credit Card”.

37. Creating an Expense Report
Verify the Accounting Details. It can be edited, add multiple Activity Nbrs and/or Projects. The following optional fields can be used: Cost PID, Task or Budget Ref.
If using a Project ID or Activity Nbr, fill out the appropriate Speedtype information.

38. Creating Expense Report
Florida, Naples
Training
11/24/2014
Domestic Mileage
Out of Pocket
Please attach only grey scale documents.

39. Creating an Expense Report
Steps to faxing ER to Image Now:
When you have completed the ER and “Saved for Later” print the document to produce a page that includes the “Bar Code” for the ER.
ER must be signed by the individual whose name the report is created in before it is submitted.
Scan & upload in a PDF file or fax the documents to
Once imaged or faxed, return to ER and click the ImageNow hyperlink to review faxed/scanned documents.
If missing some documents, take the ER and the pages missing in image now and redo the process.
Repeat process until all pages appear in Image Now.
Contact the Travel department at ext if images do not appear.
Contact Financial Systems & Support Services if assistance is needed in completing the process.

40. Creating an Expense Report

41. Creating an Expense Report

42. Creating an Expense Report

43. Creating an Expense Report
Required

44. Creating an Expense Report
Workflow

45. Expense Report Workflow

46. Travel Team Contacts
Name
Title
Phone
Inez Stokes
Travel Manager
Sandra Ocampo Ciak
Travel (A, G, I, J, M, R)*
Yaniz Gallimore
Travel (B, D, K, N, S, V)*
Alejandra Blanco
Travel (C, F, L, P, U, W, Z)*
Noel Urbina
Travel (E, H, O, Q, T, X, Y)*
*Represents the First letter of the Employee Last Name

47. Website & Links

48. Questions ?